Question I use VLOOKUP to combine data from multiple tables so that I can create a PivotTable report. Is there an easier way? Answer In Excel 2007 and earlier versions, no, that’s as good as it gets. In Excel 2010 you can download the PowerPivot Add-in free from Microsoft and use PowerPivot to create PivotTable reports based on multiple tables. I won’t cover PowerPivot in this article as it is a huge topic. PowerPivot is extremely powerful and if you use data frequently I highly recommend you investigate it further. PowerPivot is also available with some versions of Excel 2013.

Excel 2013 also has a new Relationships option that reduces the need to use VLOOKUP to combine data. Excel 2013’s Data Model allows you to create relationships between tables and lets you report on multiple tables with a PivotTable. Previously, PivotTables could only report on a single table.

What is a Relationship? A relationship exists when two requirements are met: • There must be a common column within two or more data tables.

It is not necessary for the fields (columns) to have the same name. • In one of the tables, the shared column has to contain only unique entries. Relational databases (for example, SQL and Access) are built on these types of relationships and can contain hundreds of tables. The Data Model feature lets you create a basic relational database structure within Excel. As an example, consider an Order data table and a Sales data table.

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Both might contain a State column, but in both tables those fields will contain duplicates, so you can’t use the State field to create a relationship. The Order table, however, will have a unique Order ID field. If the Sales data table also includes that Order ID column then a relationship could be established between the two tables. This means you could create a PivotTable report based on data from both tables. Related: Why create a Relationship? In many cases, a single data table doesn’t have all the information you need to create your report. Relationships provide a way to extract data from multiple tables to complete your report.

In the Sales/Order example, if you wanted to create a report based on the person who raised the order it is unlikely to be in the Sales data table. Using the Order ID to create a relationship between the Sales and Order tables lets you extract the name from the Order table and use it in your Sales report. Note: In Excel, columns equate to fields in a database. PivotTables use the term “field” for a column. Setting up a Relationship I will use a simple example with a Sales data table that includes a column heading Sales_State.

We want to report on regional sales where each state or territory is allocated to a region. However the Sales data table doesn’t include a region field. We have a separate table which lists the states and territories and their respective regions – see Figure 1. Figure 4 The dropdowns on the left allow you to select a table name.

The dropdowns on the right list all the column names in the table selected. You need to select the shared column in both tables. This example shows that the names of the columns can be different. One of the columns must contain unique entries, if not, an error message will be displayed. This is a simple example and in practice you may need to create multiple relationships between multiple tables to get to the data you need. Relationships between tables can be complex.